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HomeMy WebLinkAbout09-13-2005 Clerical CommitteeCLERICAL COMMITTEE SEPTEMBER 13, 2005 @ 6:30 P.M. Historic Depot 50 North 4t6 Avenue Mayor Heinze introduced the chairman of the committee's. Idermen in attendance: Les Carl, Kevin Meade, Craig West, Larry Sazff. they Aldermen in attendance: Jim Hartford, Joe Berazdi, Rick Reed, Eric Schenck. there in attendance: Mayor Rodney W. Heinze, City Clerk Nancy Whites, City reasurer Kathy Luker, City Attorney Jim Elson, Economic Development Director Mazk othert, Police Chief Donald Edwards, Fire Chief John Stanko, Public Works Director liff O'Brien, Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt., Greg ollitt, Zoning Officer Clazk Wilson, Street Supt. George Spahn, System Maintenance upt., Bill Terry, Maurer Stutz Inc representative Keith Plavec, Joe Ginger Video ervices, Daily Ledger John Froehling, Journal Staz Brenda Bowen. Others in the udience -Sally Nussbum, Attorney Mike Evans, Bob Howazd, Sylvia Heinze, Carol ohler and one unidentified lad . Community & Industrial Development Committee Craig West, Chairman Volunteer Group. Sylvia Heinze mentioned that Jan Taylor, Cazol Kohler, and Sylvia aze the volunteer coordinator of Streetscape Projects. Their mission is to impress and attract shoppers and new business to Canton. To inspire and influence business owners to improve their own properties' curb appeal. To make Canton a beautiful place we can be proud ofl This is for Jones Pazk. Carol Kohler mentioned the project they had in mind. To replant flowers, replace old yews with new plantings of grasses, perennials, annuals and hanging baskets to the bandstand. Remove cobblestones surrounding the street trees and use mulch or plants. Place lazge planters along concrete by Goodwill and replant the azea with grasses/perennials. Remove two dead trees in first block of East Elm. Improvements: Repaint or replace heavily-graffiti benches in Jones Park. Remove some/most/all of chimney flue ashtrays or repaint, fill with sand, and maintain. Concerns: Water source- need in ground water in Jones Pazk and portable water for outlying azeas. Need transportation for plant materials, and labor to maintain. The total to purchase the materials is $949.00. Alderman Berazdi and Mayor Heinze each offered to donate $150.00. Alderman Meade ask Carol if she had talked with Master Gazdner? Cazol said they are just getting this started, but plans are to visit with several to help in the project. Alderman Berazdi ask the city attorney if the Hotel/Motel Tax could be used for this project? City Attorney Jim Elson said he believed so, but would review. Clerical Committee September 13, 2005 Alderman Hartford mentioned that the fall festival of Spoon River Drive will be setting up in the park area within a few weeks. Carol said she would get back with the committee chairman Alderman Craig West. West Maple Street Subdivision. Attorney Mike Evans represents the two investor groups for the West Maple Street plan subdivision. One group wants to build 35 single- family homes and 21 duplexes, and the other plans to build apartment buildings geared to the needs of senior citizens. Mike mentioned this conservation is over looking the lake area. The problem they have are the cost of construction is the same as other locations, but houses don't sell here for the price they do in these other places. We could close that gap by listening to Bob Howard who is a council member in Elmwood. Bob said they created a residential TIF District and it is very successful. They school district came to them as having a TIF district would spur residential development that would lead to an increase in the student population. State funding is based in part on the number of students in a school district. In this TIF district there are 89 lots, ranging in size from a quarter of an acre to half an acre or more. Over the past two years 29 lots have been developed and 28 of those have already been sold. The quarter-acre lots sold for $14,000 to $17,000 each. The developed lots sell for $30,000 to $35,000. Most of the houses being built are `spec' homes. The residential TIF district has a life of 23 years, the city gets 25% of the property taxes collected due to improvements, and developers receive 75 %. Mike Evans said the city would have no financial obligation, but would need a TIF attorney. The cost to the city would be $40,00 to create the TIF district, and the city would get its money back over time by the increase in property taxes on improved property in the TIF district. Alderman Meade ask about funding the $40,000. Bob Howard said the council borrowed from the bank. Alderman Carl wanted to know if anyone is building and moving into the area? Bob Howard told him not at this time. Activity Report. Canton Friendship Festival begins on Wednesday through Saturday. The Western Illinois Band will perform at 1:00 p.m. on Saturday. The Parade will begin at 10:00 a.m. on Saturday. EOI Scope of Work. Economic Development Director Mark Rothert explained about the request from Petersen Health Care proposed development of Assisted Living. The first phase was to be built on South Second Avenue between Pine & Walnut. They are requesting to build first on property located on South Second Avenue between Walnut Street and Maple Street. This property is cleaner from environmental issue than the first choice of property. EOI plan on spending $20,000 on this issue for doing both properties which is cost affective for Petersen Company on clean up of environmental issues. 2 w Clerical Committee September 13, 2005 Motion and second by Aldermen Meade/Sarff, to allow the second option of property for building on South Second between Walnut and Maple Street, and refer to council for their consideration. Voice vote, motion carried unanimously. Alderman Reed ask how soon would they begin building? In early spring Mark answered. Alderman Carl ask if we have a written contract with Petersen? Mark said he did. Alderman Berardi wants Mark to ask Petersen to waive the fence project that has been approved to be installed on the Second Avenue property at the expense of the City. Mark said to wait a couple of weeks, as their cost might be more than $20,000. The Community & Industrial Development Committee adjourned at 7:26 p.m. Finance Committee Alderman Les Carl, Chairman Bills. Motion and second by Aldermen Sarff/West, to refer the bills to council for their consideration. Voice vote, motion carried unanimously. Treasurer's Report. Kathy said she changed the format of her report for easier reading and listed the Budgets as a separate line item. The second page of the report is the General Fund check book balance. Total General Fund $1,554,848.00. Alderman Carl ask Kathy to report on the Health Care Fund. Kathy mentioned that last year a large payment was received. Kathy said she did not know why the account does not show a deficit, but she will check on this. Motion and second by Aldermen West/Meade, to refer the Treasurer's Report to council. Voice vote, motion carried unanimously. Direct Deposit of payroll checks. Kathy Luker, city treasurer said she wants to encourage all city employees to have direct deposit. Kathy said that before this was mentioned there was a total of 36 out of a hundred that had direct deposit. Alderman Carl wanted to know how many Aldermen have this direct deposit? Kathy said one before, now 5 additional. Alderman Sarff suggested a letter being sent to the Unions to encourage and helping get the word out. Kathy Luker said she would be glad to go to their meetings. Alderman Carl wants this added to the Personnel Policy. Monthly water bills. Water Supt Greg Pollitt mentioned the mailing of %2 of the bills is around 3,000. The cost is postage and material. Alderman Reed said this is hard on the senior citizens to make the payments at Bi-Monthly payments. We are doing a service to our community and we need to make it easier for them. Alderman Sarff wants to take this slow before decisions are finalized. Greg Pollitt mentioned that the department is looking into an easier process and will be coming before council in a couple weeks making a request to buy a folding machine and a new bill form style. Alderman Carl said he would table this to time in the future. 3 Clerical Committee September 13, 2005 Greg Pollitt gave a report on the lake level. The lake is minus 52 inches. Greg encourage the citizens on conservation where they can. There years ago we turned on the Wells on December 16 at 56 inches. Will probably be turning them on again in December and cost $.40 cents for 100 cubic feet of water. TIF & 4A. Alderman Cazl mentioned that during the last administration a cost of $32,000 was paid to N.E. Finch to remove the trailers at the IH site and was to be paid from the TIF funds, but was paid from the General Fund and should have been reimbursed to the TIF fund and was not. With the payments we have set aside there is no more funding to reimburse the General Fund of $32,000. Monies would have to be borrowed from the 4B TIF fund. Motion and second by Aldermen Sazff/Meade, the City Treasurer Kathy Luker to not make the transfer from the TIF fund to reimburse the General Fund $32,000. Voice vote, motion carried unanimously. Water Treatment Plant Sludge Bidding. Keith Plavec of Maurer Stutz Inc. mentioned going out for bids, with bids coming in on October 10~`. And in the future look at Waste Management Agreement. Motion and second by Aldermen Sazff/West, to allow the contract and to seek bids for October 10~' and refer to council for their consideration. Voice vote, motion carried unanimously. Waste Water Treatment Plant Sludge Bidding. Keith Plavec of Maurer Stutz Inc. mentioned going out for bids, with bids coming in on October 10~'. The funding has been budgeted and also is in the Bonding Ordinance. Motion and second by Aldermen Sarff Meade/ to allow the contract to seek bids for October 10~` and refer to council for their consideration. Voice vote, motion carried unanimously. Wastewater Treatment Plant Anaerobic Digester Cleaning and Rehabilitation. Keith Plavec of Maurer Stutz Inc. discussed a project to clean & rehabilitate the two (2) existing anaerobic digesters at the West Side Treatment Plant. Maurer Stutz Inc, mentioned that they are working with Joe Carruthers to covert the anerobic digesters to aerobic digesters. This conversion will require the existing lids to be removed from the structures and the sludge inside of the digesters to be taken to a landfill to be disposed of. The rehabilitation/conversiontyill also include installing handrails and air diffusers. Maurer Stutz Inc. and Joe Carruthers believe that these vazious items should be able to be completed for under $10,000 each and wanted to make sure it was okay for the City to seek sepazate bids privately for the proposed work. Maurer Stutz Inc. noted that this project would be paid for out of future bonding money or from funds that the Wastewater Department has budgeted. No action was taken by the Committee. Bids for former City Ha11210 E. Chestnut Street. Mazk Rothert mentioned that there is one interested buyer who did a tour today of the former city hall. Mazk said he anticipates having 3 to 4 bids. Mayor Heinze mentioned that we were going to open the 4 Clerical Committee September 13, 2005 bids in executive session, and they should be opened in open session. Motion and second by Aldermen Sazff/Meade, to seek bids for a new Heating/Air Conditioner for City Building/Police Station, and using funds from the sell of former city building at 210 East Chestnut. Discussion. Alderman Berazdi asked who would be writing the specs? Public Works Director Cliff O'Brien said he would ask Phillips & Associates. Voice vote, motion carried unanimously. Leased lots from the lake area. Alderman Carl wanted to take a look at offering for sale the lake lot leases to the lease holders, and said the Lake Committee endorsed it. They would sale at $15,000 per lot and this would bring in $1 million, putting the money aside to use on the things at the lake. Alderman Sazff said, sounds like a good idea, and we need to have the lots appraised. Alderman Cazl said he just picked the figures to use as example when questioned by Alderman Berardi. Alderman Berazdi said what happens if they don't buy? Alderman Carl said we would have to honor the lease. Alderman Berazdi said he did not see the advantage. City Attorney Jim Elson mentioned that some 5 to 6 years ago he used a form as a roll over lease. The form says, you will always have 20 years and its not in line to terminate lease real soon. Aldermen talked about having a small portion of land at beginning of waters edge that would belong to the city. Alderman Cazl wants the city attorney to investigate how other cities agreements are written. Alderman Hartford does not have a good feel about this, as you will loose control of our lake. Motion and second by Aldermen Sazff/West, to have the city attorney seek other cities of what they have done. Discussion. Jim said this is out of his range of being paid and the cost would be less than $2,500. Voice vote, motion carried unanimously. Eastview School Traffic Study Authorization. Maurer Stutz Inc. Keith Plavec had recently done a study and then prepazed a proposal for the city of a cost of $5,000. Keith, Cliff O'Brien and Alderman Jim Hartford went to the school boazd to seek their participation in the funding. The School Board will make their decision on September 19. Alderman Cazl wanted to commit the city to participate at a cost of $2500. Motion and second by Aldermen Sazff/West, to refer to council for their consideration. Voice vote, motion carried unanimously. SAFER Grant. Fire Chief John Stanko said he has never seen in the fire service to hire one person by a grant. John said the very first question on the pre-awazd questionnaire is whether we would accept a grant if selected. Since this would involve hiring a fire fighter, I do not feel I have the authority to respond to this question without council direction. The purpose of the grant John said was for funding of additional fire fighters for communities who lack sufficient personnel. During budget meetings with Mayor Heinze and Finance Chairman Les Cazl, John was given permission to file a grant application. The grant proposal was for the hiring one (1) fire fighter who would work day shift and perform fire code inspection duties. The fire fighter would also be able to immediately Clerical Committee September 13, 2005 respond to structure fires and during high call times when we experience simultaneous alarms. If awazded, the position would receive four yeazs of grant subsidy for salary and benefits from the grant program in the following amount: Year 1 $ 36,000 Yeaz 2 $ 32,000 Yeaz 3 $ 20,000 Yeaz 4 12 000 $100,000 The call volume has increased dramatically over the past yeazs. We have also begun to see instances of triple alarms, which stretches our ability to respond appropriately. During daytime hours, the proposed fire fighter would be available to immediately respond to these types of situations. If we fail to provide adequate or appropriate service, we have failed our citizens. A compazison of several central Illinois cities of similar size revealed we were at the low end of the spectrum for manpower with one of the highest call volumes. Our department is working with the same manpower that was authorized over 30 yeazs ago. Alderman Sazff suggested using Fire Volunteers to help with inspections. John Stanko said you have to page them, they have paid employment, not cost affective for them. Alderman Schenck said you don't give much thought to the issue until you have the need for the fire department. Was impressed that the department was being considered for a grant. Alderman Berazdi said it will not help in hiring another individual in response time. Alderman Berazdi said he wanted answers on why sometimes fire department goes to nursing homes? Last week we were talking about lay offs, this is lousy timing to be asking for personnel. John Stanko answered the question of why they go to nursing homes so much. The nursing homes call 911 the operator decides where the call goes. The nursing homes don't have some of the equipment the fire department has for assistance in breathing and etc. John said they follow the emergency guidelines and we have EMT's and don't have the right not to go. Alderman Berazdi ask what the salary would be, and John answered $42,700.00. John said he would save $6600 in the first 12 months. Motion and second by Aldermen Meade/West to send to council for their consideration. Voice vote, motion carried unanimously. Bullet Proof Vests. Police Chief Donald Edwazds reported that the department recently received notice of awazd of $4,200.00 from the U.S. Department of Justice Bulletproof Vest program, which may be used to pay up to 50% of the costs to purchase bulletproof vests. Don wants to purchase 12 vests from Ray O'Herron Company to replace those worn by officers who aze due for new vests. The cost is $685.00 each for a total of $8,220.00. By using the grant funds the actual cost to the city would be $4,110.00. Motion and second by Aldermen Sazff/West, recommend to council for their consideration. Voice vote, motion carried unanimously. 6 Clerical Committee September 13, 2005 Public Works Director Cliff O'Brien said the street sweeper needs to be fixed and needs the repairs done before the parade on Saturday. Motion and second by Aldermen Sarff/Meade, to authorize the repair of the street sweeper before this weekend. Voice vote, motion carried unanimously. The Finance Committee adjourned at 8:55 p.m. Legal & Ordinance Committee Alderman Kevin Meade, Chairman Vandewalle & Associates Agreement with City of Canton. Motion and second by Aldermen West/Carl, to approve of the agreement with Vandewalle & Associates with the City of Canton. Voice vote, motion carried unanimously. Motion and second by Aldermen Sarff/Carl, approval of extensions by council action per a written work order for Vandewalle & Associates Agreement with City of Canton. Voice vote, motion carried unanimously. City Attorney Jim Elson said he wants to formulate set policy on the use of City property. He will review this. The Legal & Ordinance Committee adjourned at 9:00 p.m. Negotiations, Grievance & Personnel Committee Alderman Larry Sarff; Chairman Nothing listed on the Agenda and comments were not made. The Clerical Committee adjourned at 9:01 p.m. Recording Se~~cre~~tJJary, C9~~~1~~ ~%~ Nancy Whites, City Clerk 7